Zapier automates Filevine functions by connecting different programs through integrations called “Zaps.” This article will outline the information you need to create a Zap with Filevine. If you are interested in joining this beta integration, get access to Filevine in Zapier.

In a Zap, an activity in Filevine can be used either as the “trigger” or as the “action.” This means that activity in Filevine can act as either the “when this happens” or the “do this” part of the integration. For example, you could automatically make a note in a Filevine project any time you receive an email containing specific words, or you could post a message in a Slack channel anytime a task is completed in Filevine.

Filevine can be integrated with any of the over 1500 programs already integrated with Zapier.

To create a Zap, consult Zapier’s creating a Zap article and scroll to the “Create Zap from Scratch” section, which will walk you through the steps. You can also check out Zapier’s guide, “Getting Started with Zapier,” which outlines and explains the basic processes in Zapier.

Filevine as the Trigger

Filevine can be used as a trigger, meaning that when some event happens in Filevine, an action will occur in another program. 

In step one, “1. When this happens…” search for and choose Filevine. The trigger menu will read “New Event.” Select this event—you will be able to specify further in a moment.

Choose the Filevine Org that you would like to use for these integrations. If this is the first time you are making a Zap for this Org, you will need to input your API credentials before you can continue. Enter them in the Zapier page that pops up, shown below. If you have not yet generated API credentials, read the article on setting up API v2.

Next, you will customize the event. Filevine has a number of different trigger options, included below:

• Created Appointment
  
• Deleted Appointment
  
• Updated Appointment
  
• Created ChainDeadline
  
• Updated ChainDeadline
  
• Created Collection Item
• Deleted Collection Item
  
• Updated Collection Item
  
• Created Comment
  
• Updated Comment
  
• Created Contact
  
• Updated Contact
  
• Created Deadline
  
• Deleted Deadline
  
• Updated Deadline
  
• Created Document
  
• Deleted Document
  
• Generated Document
  
• Related Document
  
• Reverted Document
  
• Updated Document
  
• Versioned Document
  
• Received Fax
  
• Sent Fax
  
• Created Folder
  
• Deleted Folder
  
• Updated Folder
  
• Updated Form
  
• Assigned Note
  
• Completed Note
  
• Created Note
  
• Unassigned Note
  
• Uncompleted Note
  
• Updated Note
  
• Created OrgMember
  
• Deleted OrgMember
  
• Updated OrgMember
  
• Created Project
  
• PhaseChanged Project
  
• Related Project
  
• Unrelated Project
  
• Updated Project
  
• Toggle Section
  
• Received Sms
  
• Sent Sms
  
• Executed Taskflow
  
• Reset Taskflow

There are a few differences in terminology between Filevine and Zapier. In the event options in Zapier, “Form” refers to a custom static section, so “Form: Updated” refers to any time a static section is updated. “Note” is used for both notes and tasks here, so “Note: Completed” refers to any time a task is completed. The “Project: Updated” event refers to general project information, like the case number or project name. 

Triggers in Zapier pull in variables that can be passed through to later actions. By default, Filevine events only provide basic information about the event. For instance, the “Collection Item: Created” event will only include the collection item ID and other basic data points like Org ID and the time. If you also need to have the content of a collection item passed on through Zapier, be sure to select “Yes” from the “Load additional data?” dropdown menu.

Triggers can be filtered or augmented using “Helpers” that can be inserted before any Actions. For example, if you selected the event “Project: Updated” event, you could use the “Filter” Helper to specify that the action should only occur if a project had been moved to a specific phase. The filter options are similar to the reporting criteria you will find in Filevine’s Report Builder.

Filevine as the Action

Filevine can be used as an action, which means that when some trigger event happens in another program, an action will occur in Filevine. 

Once you’ve filled out the trigger event, in step two “2. Do this…” search and select Filevine as the app. Choose the action event from the dropdown. Action events for Filevine include those “create” actions and “search” actions.

The create actions are as follows:

Search actions, just as they sound, “search” for data points from Filevine. With search actions, Zapier will pull data from Filevine. This type of action is particularly useful for Zaps with another step. For example, you might use the Filevine Contact name as identifying information in a spreadsheet, and then use the “Find Contact” action to get all information from the contact card. This information can then be used for an action in an additional step, like formatting an email using the contact’s nickname. Search actions are as follows:

Once you have chosen the action event, choose the Filevine Org that you would like to use for these integrations. If this is the first time you are making a Zap for this Org, you will need to input the API credentials before you can continue. If you have not generated API credentials, read the article on setting up API v2.

Finally, you will customize the action event, telling the integration which information to include in the action. If you selected “Create Project,” for example, you will be asked to specify the project type, project name, and contact. Some of this information can be pulled from the data that Zapier has collected from the trigger event program.